The purpose of state special education funding (K.S.A 72-3422 ) is to supplement 92% of the excess cost incurred by local education agencies (LEA) for the provision of special education and related services to eligible students. However the Kansas Legislature has not provided sufficient funding to meet this requirement. LEA’s must transfer additional amounts, as necessary, from the General Funds in order to cover remaining costs of special education.

Reimbursement Guide
Licensure Information for Categorical Aid Reimbursement
Personnel Categorical Aid (PCA)-Special Teacher Reimbursement
Personnel Categorical Aid (PCA)-Trainings
Catastrophic Aid
Non-Public Equivalency Contracts-Special Teacher Reimbursement
Vacancy Reports
Special Education Attrition Report

15 minute video summary of categorical aid (Vimeo link)

The Special Education Reimbursement Guide is revised yearly after a commentary period, generally around April. Mid-year revisions are only made when required by regulatory changes. The previous year's guide is availalbe due to state audits taking place after the close of the fiscal year. The guide for the current year should be consulted for reporting in this fiscal year.

FY2026 Special Education Reimbursement Guide (PDF)
FY2025 Special Education Reimbursement Guide (revised 4/9/25) (PDF)

ESY Policy FY23 (ESY 2022) through FY26 (ESY 2025) (PDF) (revised with clarifications 10/5/23)

Payment Information (School Finance)

Fiscal Guidelines and Manuals Page (check here for the most current version of transportation documents)
     Form 308 Instructions (PDF) Special Education Transportation
     Form 308 Q&A (PDF) Special Education Transportation

Transportation Reimbursement questions: RoseMary Ireland RoseMary.Ireland@ksde.gov

Forms:

Hand Approval Request (fillable PDF) Email to Evelyn when complete
Hand Approval Request for Special Education Administrators (fillable PDF) Email to Evelyn when complete

KSDE Information:

Types of Teaching Licenses for Waivers and Substitutes (PDF)
Waivers and Provisionals Tip Sheet (PDF)
Which Kansas License works in which Early Childhood Education Setting for Categorical Aid? (PDF)
Waiver Information page (Teacher Education/Licensure)
KSDE License Lookup
     Reading the KSDE License Lookup Tip Sheet (PDF)

Interpreter Information:

KSDE Interpreter Resources (Sensory Losses Page)
Interpreters and Categorical Aid FAQ (PDF)
Kansas Commission for the Deaf and Hard of Hearing

PCA (part of the Kansas Grants Reporting System (KGRS)) is used for claiming reimbursement from State Categorical Aid for staff used to provide special education and related services. This is the current special teacher reimbursement system.

KSDE Web Applications - to access this and many other KSDE programs

Guides:

• User Guide (PDF)
  • Getting Access (PDF)
  • Staff ID Searching/Creating/Modifying (PDF)
• Error Checking: Errors, Discrepancies, and Substitutes (PDF)

Upload File Specifications:

Staff ID File Upload Specifications (PDF) / Blank .csv file (.csv)
Positions File Upload Specifications (PDF) / Blank .csv file (.csv)
Vacancy File Upload Specifications (PDF) / Blank .csv file (.csv)

CAPS listserv

There is email functionality in the PCA application, but it's tied to deadlines specifically, and I don't have any way to select just districts that use PCA (since every district has an administrator). The CAPS listserv will be the means that information is disseminated.
To sign up, send this information:
  Send to this address: evelyn.alden@ksde.gov
  Subject line: CAPS Listserv
  Body of message: Email address, First Name, Last Name, LEA Number

For assistance or questions, please contact Evelyn Alden evelyn.alden@ksde.gov, 785-296-3868

Overview of Categorical Aid (Vimeo)
This is a presentation I did for new directors. 15 minutes and covers "what categorical aid is" and hopefully makes clear why we can't give a final amount until the end of the year. And why checking reports is important.

NPE and catastrophic aid reporting requirements are found in the Data Dictionary, instructions for NPE and catastrophic aid data entry are found in the SPEDPro User guide. Both documents may be found on the MIS and Student Data page: https://www.ksde.gov/Default.aspx?tabid=519

Catastrophic Aid Form (Excel)

Catastrophic Aid questions: Mason Vosburgh Mason.Vosburgh@ksde.gov

A portion of state special education state aid, not to exceed $9,000,000 in any school year, is designated as Medicaid replacement state aid. Allocations are based upon the number of special education children that have been approved for Medicaid reimbursement on March 1, allowing a window of one week prior and one week after. Medicaid claims are submitted to the Kansas Department of Health and Environment (KDHE), Division of Health Care Finance (HCF), through the MMIS billing portal for Medicaid eligible students. KDHE will provide to Kansas Department of Education - School Finance, no later than May 15 in any school year, the student counts of paid Medicaid claims for each organization. The Medicaid replacement state aid is included in the final June 1 special education state aid payment.

Medicaid Replacement State Aid, KSDE contact: Daniel Kalas Daniel.Kalas@ksde.gov   (NOT general Medicaid questions)

Medicaid questions, Kansas Department of Health and Environment contact: Hallie Doud HDoud@kdheks.gov

Calculators section in Fiscal Auditing

NPE and catastrophic aid reporting requirements are found in the Data Dictionary, instructions for NPE and catastrophic aid data entry are found in the SPEDPro User guide. Both documents may be found on the MIS and Student Data page: https://www.ksde.gov/Default.aspx?tabid=519

Contract (Word) (PDF)
Contract Revision (Word) / (PDF)
Formula Memo (PDF)

Non-Public Equivalency Contract questions: Mason Vosburgh Mason.Vosburgh@ksde.gov

To address the Special Education personnel shortage, the exact number and type of unfilled budgeted positions in the State is reported by districts.  This information is used in reports required by the Federal Government, planning by the legislature, universities and colleges, the State Board of Education, and local education agencies.

Special Education Personnel Vacancy Report by LEA (PDF)
Special Education Personnel Vacancy Report by Area (PDF)
Vacancy Report Instructions (PDF) 
Kansas Education Employment Board